1. Knowledge
Management ü
17-07
2012
PM⁵

2. Table of Contents 2 3 Introduction 4 Project Charter 5 Goals 6
Stakeholders 7
Requirements 8
Risks 9
Budget 10
Project Plan 11
WBS 12
Project Schedule 14
Project Quality Management 16
Benchmarks 17
Project HR Plan 20
Communication Management Plan 21
Project Risk Management 2

3. Introduction
Knowledge management is essentially about getting the right knowledge to the right person at the right time. This in itself may not seem so complex, but it implies a strong tie to corporate strategy, understanding of where and in what forms knowledge exists, creating processes that span organizational functions, and ensuring that initiatives are accepted and supported by organizational members.
Knowledge management may also include new knowledge creation, or it may solely focus on knowledge sharing, storage, and refinement. For a more comprehensive discussion and definition.
The overall objective is to create value and to leverage, improve, and refine the HRDF’s competences and knowledge assets to meet organizational goals and targets. 3

4. Project Charter 4

5. Goals of the Project
HRDF deals with several third-parties and therefore it is obliged to create a separate department dealing with the collection of information on HRDF projects in various sectors and ministries.
HRDF conducts a number of researches which require recording and archiving that benefit in determining research findings. That will enable accessibility to valuable, productive, administrative, and statistical information.
The existence of a knowledge management department will reduce cost, effort of researching, and defects in new search. 5

6. - + + Stakeholders HRDF Staff General Manager Interest
Ministry of Labor
General Manager
Purchases & Contracts
Consultants
Authority- Power
HRDF Programs Mng.
Planning Management
HRDF Staff HR
Management
Technical
Management - +
Interest 6

7. Requirements Top management Support.
Employees with a background in office and data management.
Space, offices, equipment and necessary supplies.
Consultants with knowledge in the same field.
Well-organized system that is high in quality.
Sufficient Budget. 7

8. Risks Organizational: The processes and environments.
Managerial/Leadership: The focus, strategy, and implementation.
Cultural: The organizational culture, influences the way people interact, the context within which knowledge is created, the resistance they will have towards certain changes, and ultimately the way they share (or the way they do not share) knowledge.
Technological: The systems, tools, and technologies.
Financial: The budget.
Legal: Copyright. 8

9. Budget Over All Cost Project ( S.R 850000) Consultant (S.R 400000)
System
((S.R
Furniture & Tools
(S.R )
Operational
Consultant
(S.R )
IT Consultant
(S.R ) 9

10. Project Plan 10

11. Tree Structure View
Establishing the Knowledge Management Department 1
Initiation
1.1
Planning
1.2
Execution
1.3
Control
1.4
Closure
1.5
Develop Project Charter
1.1.1
Define Project Scope
1.2.1
Meetings/Interviews with the Stakeholders
1.3.1
Milestone: Final Operating Model
1.3.14
Ensure All Needed Logistics are Available
1.3.27
Monitor Project Progress
1.4.1
Final Audit of Procurement
1.5.1
Conduct Research and Benchmarks
1.1.2
Create [WBS]
1.2.2
Develop Initial Design[V1.0] of the Dept.
1.3.2
Identify KM Systems Providers
1.3.15
Keep stakeholders Well Informed of Project Status
1.3.28
Perform Change Control
1.4.2
Document Lessons Learned
1.5.2
Identify Stakeholders
1.1.3
Develop Project Schedule
1.2.3
Present the Proposed Design
1.3.3
Develop RFP
1.3.16
Deliver System Hardware [HW]
1.3.29
Monitor and Control Risks
1.4.3
Update Files/Records/Documents
1.5.3
Identify Project Logistics Partners
1.1.4
Define Project Resources
1.2.4
Incorporate feedback on the Design
1.3.4
Send RFP to Identified Vendors
1.3.17
Test Delivered HW [IT Personnel]
1.3.30
Control Project Budget and Cost
1.4.4
Secure Formal Acceptance
1.5.4
Submit Project Charter
1.1.5
Determine Project Budget
1.2.5
Submit Final Design
1.3.5
Receive Bids from Vendors
1.3.18
Install Applications [KM System]
1.3.31
Control Project Overall Quality Performance
1.4.5
Milestone: Perform Official Handover
1.5.5
Project Sponsor Reviews Project Charter
1.1.6
Develop Quality Plan
1.2.6
Final Design Approval
1.3.6
Analyze Bids
1.3.19
Test Delivered Applications
1.3.32
Archive Files/Documents
1.5.6
Project Charter Signed/Approved
1.1.7
Develop Communication Plan
1.2.7
Develop Detailed O.S. of the Dept.
1.3.7
Select the Winning Vendor
1.3.20
Perform Preliminary Acceptance Test
1.3.33
Develop Risk Management Registry
1.2.8
Develop Core Processes and Templates
1.3.8
Contract the Winning Vendor
1.3.21
Incorporate All Comments
1.3.34
Project Team Kickoff Meeting
1.2.9
Develop Job Descriptions
1.3.9
Meet the Vendor and Discuss the Project Plan
1.3.22
Milestone: Perform Final Acceptance Test
1.3.35
Develop Project Management Plan
1.2.10
Develop Policies and Procedures
1.3.10
Develop Acceptance Tests for the System
1.3.23
Start Training Hired Resources on the System
1.3.36
Submit Project Management Plan
1.2.11
Present the Proposed Operating Model
1.3.11
Milestone: The Vendor Project Plan Approval
1.3.24
Receive System Documentation
1.3.37
Milestone: Project Plan Approved
1.2.12
Incorporate Feedback on the Operating Model
1.3.12
Assign Roles and Responsibilities to Hired Resources
1.3.25
Perform QA
1.3.38
Submit Final Version of Operating Model
1.3.13
Train Hired Resources on P&P, CP
1.3.26 11

12. Project Schedule 12

13. 13

14. Quality Management Plan
Certification ISO 9001:2008
Sets out the requirements of a quality management system It can be used by any organization, large or small, regardless of its field of activity.
Provides guidance and tools for companies and organizations who want to ensure that their products and services consistently meet customer’s requirements, and that quality is consistently improved.
Quality Plan
Preform Quality Assurance
Preform Quality Control 14

15. Quality Management Plan
ISO 9001:2008 Requirements
Determine processes needed for the quality management system (Input- Tools and Techniques- Outputs)
Determine processes sequence and interaction
Determine criteria and methods for process operation and control
Ensure resources and supporting information are available
Monitor, measure where applicable, and analyze these processes
Implement actions to achieve planned results and continual process improvement
Processes needed for quality management system include:
Management activities – Setting up of resources – Product realization 15

16. The Benchmarks Lessons Learned: 16 Authority may be external
Strong affiliations with national and international institutions in related field
Advanced tools and techniques to capture knowledge and maintain
Amplification of the value of knowledge and the creation of an environment full of knowledge contributors and knowledge seekers
Involvement of HR and Top Management to increase motivation and enthusiasm.
Installing a search engine into the system will fast track a seeker’s quest for knowledge. 16

17. HR Management Plan 17 Project Manager Consultants Operations IT
IT Project Manager
Project Executers
Project Coordinator
Project Analyst 1 2 3
HR Management Plan 17

18. Matrix-based Responsibility Chart [RACI]
ITPM OP IT PC
PA3
PA2
PA1 PM C I R A
Stakeholders
Project Charter
WBS
Research
Benchmark
Budget
Choosing the Best Model
Selecting the Knowledge Management System
Quality
Risk plan 18

19. Job Description Project Manager Project Coordinator
Oversee project development from the planning stages to completion
Assign tasks productively
Communicate effectively with team and upper management on a regular basis to report the progress
Develops and maintains detailed WBS
Coordinate meetings
Ensure alignment between stakeholders and team members
Collect and compile the summary documents from team members 19

20. Communication Plan 20

21. Risk Plan Risk Impact Probability Response
Unavailability of knowledge content H M
Transfer
Contract with knowledge content provider
Project Manager resign L
Mitigate
Employee Manager assistant
Delay of application development by vendor
Avoid
Connect Schedule - follow up and review with developer every week.
Stakeholders don’t understand the project objectives
Intensive orientation meetings.
Change of technology
Mitigate.
Be updated in all technology resource. 21

22. Thank you PM⁵ 22

23. وفي الختام أتوجه إليكم بالشكر الجزيل على منحي هذه الفرصة لأكون معكم محبكم
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